Payment of expenses for external examiners

The following will be reimbursed by Research Student Administration (RSA):

Travel

Travel expenses

  • Second class return rail ticket
  • Taxi/bus fares between home/University and a railway station or airport
  • Mileage at 45p per mile to a maximum of the equivalent cost of a second class rail ticket
  • Flights
    • Overseas flights : permission must be granted by Research Student Administration for flights costing more than £200
    • Internal UK flights : permission must be granted by Research Student Administration unless the cost is equivalent or less than second class rail travel
  • All receipts must be submitted with claims


If you need to claim travel expenses from RSA via journal request, then please complete the online form (research only)

Subsistence

Subsistence

  • Lunch – up to £25 for the external examiner and a departmental representative(s) for the duration of the examiner’s stay
  • Lunch – up to £10 if the external examiner eats alone
  • Dinner – up to £75 for the external examiner and a departmental representative(s) for the duration of the examiner’s stay
  • Dinner – up to £20 if the external examiner eats alone

If departmental representatives accompany the external examiner to dinner the claim form with the receipt attached should be submitted via the department.  If the total for the meal exceeds the limits above, the department must code the payment of the excess amount before forwarding the remaining claim form to Research Student Administration.

If you need to claim the meal contribution from RSA via journal request, then please complete the online form (research only)

Research Student Administration is unable to pay for any catering ordered by the department for Boards of Examiners meetings.

Accommodation

Accommodation

  • The University’s preferred option is to accommodate external examiners in Franklin House booked through York Conferences, which is charged at £44.00 flat rate (no VAT) for a single en-suite room bed and breakfast. The Department will book this for examiners through the internal log on.
  • Research Student Administration (RSA) will pay up to 2 nights bed and breakfast on campus.
  • If there is no campus accommodation available at the times required, then RSA will pay up to £55.00 per night for up to 2 nights in alternative accommodation.
  • Departments can choose to supplement external examiners' expenses if they feel it is appropriate. If this is done then RSA will require a departmental work order to process the increases before the full claim can be processed. 
  • Departments must make all accommodation arrangements themselves and claim back from RSA, which will be done by a rejournal of the costs.
  • To request reimbursement of accommodation expenses, please complete the online form (research only)
  • Once the refund has been rejournalled, you will receive a confirmation from RSA.

This comes into effect for expenses where vivas have taken place from Monday 10 July 2017 onwards.

Who to contact

Research programmes